Privacy Notice

1. Who we are

Gear One Fleet Solutions ("Gear One Fleet Solutions", "Gear One", "we", "us") provides the fleet management software at getgearone.com. For the account data of the customers who sign up with us, Gear One acts as the data controller. Where a fleet operator uses Gear One to manage its own drivers, that operator is the controller of its drivers' records and Gear One acts as a processor on its behalf.

2. Personal data we collect and why

• Account and contact details — name, company name, email address, phone number, company logo or avatar. Used to create and administer accounts, authenticate users, and provide support. Legal basis: performance of a contract.
• Driver records — full name, work email, 7-digit sign-in PIN, driving licence serial and expiry, assigned vehicle, active/inactive status. Used to operate the fleet features our customers subscribe to. Legal basis: performance of a contract and the legitimate interests of the fleet operator.
• Shift, trip and location data — clock-in/out times, trip origin and destination, timestamps, durations and GPS breadcrumb points captured with the driver's device permission. Used to produce trip logs, route maps, distance and performance reporting. Legal basis: performance of a contract / legitimate interests of the fleet operator.
• Vehicle and maintenance records — vehicle metadata, document expiry dates, maintenance logs, complaints and uploaded attachments. Used to deliver compliance and maintenance features.
• Business verification data — for Nigerian sign-ups, the CAC registration number, verified through our identity-verification provider. Used to prevent fraud and repeat trial abuse. Legal basis: legitimate interests and legal obligation.
• Technical and usage data — IP address (including approximate country for currency selection), device and browser information, log and error data, and feature usage. Used for security, fraud prevention, troubleshooting and product improvement. Legal basis: legitimate interests.
• Support messages — the content of emails and in-app complaints you send us. Used to answer you. Legal basis: legitimate interests.

Payment card details are never collected or stored by Gear One — they are handled directly by our payment providers.

3. Who we share data with

• Merchant of Record — Paddle.com, for the sale of subscriptions, subscription management, payments, invoicing and tax compliance. For Nigerian customers, Paystack processes payments.
• Service providers / subprocessors — cloud hosting and database, map and geocoding services for route display, identity verification for CAC checks, and email delivery.
• Your own organisation — managers and administrators in a driver's company can see that driver's records, as the product is designed to allow.
• Professional advisers — legal, accounting and audit advisers where necessary.
• Authorities — where we are required to disclose data by law.

We do not sell personal data and do not use it for third-party advertising.

4. International transfers

Our providers may process data outside your country, including in the EEA, the UK and the United States. Where data leaves the UK/EEA we rely on adequacy decisions or Standard Contractual Clauses, together with technical safeguards such as encryption in transit.

5. Retention

We keep account, shift, trip and maintenance records for as long as the account is active, and for up to 12 months after closure so records can be restored or exported, unless a longer period is required by law (for example tax records). Security and audit logs are kept for up to 24 months. Data is then deleted or anonymised. Deactivated driver accounts retain their historical records by design so operators keep an accurate history; a hard delete removes the driver's identifying details.

6. Security

We apply appropriate technical and organisational measures, including encryption in transit, row-level database access controls that scope data to a single company, role-based permissions, private file storage buckets, audit logging of profile changes, and automated security testing before changes ship.

7. Your rights

Subject to the law that applies to you, you may request access to your personal data, its correction or erasure, restriction of or objection to processing, and portability of the data you provided; where we rely on consent you may withdraw it at any time. Drivers should normally raise requests with their employer first, since that operator controls their records. Email rowland@getgearone.com and we will respond within one month. If you are in the UK or EEA you may also complain to your supervisory authority; in Nigeria, to the Nigeria Data Protection Commission.

8. Cookies and local storage

We use only essential cookies and browser storage — to keep you signed in, to remember a plan you selected before signing up (kept for 7 days), and to protect checkout from being submitted twice. We do not use advertising or third-party tracking cookies. You can clear this data in your browser at any time, though signing in will no longer persist.

9. Changes and contact

We will post any update to this notice on this page with a new "last updated" date. Contact us at rowland@getgearone.com.